Landis Mechanical Modernizes HVAC, Plumbing & Field Service Operations With Quickbase and Workato

The Solutions

Quickbase Became the Central Operational Platform

Quandary Consulting Group expanded Landis Mechanical's Quickbase environment into a more comprehensive field service, job costing, billing, and project operations platform. Quickbase became the central application where employees could manage:

• Jobs
• Quotes
• Technician labor
• Job line items
• Maintenance contracts
• Dispatch activity
• Invoices
• Reporting
• Financial performance

This created a stronger single source of truth across field operations and back-office administration.

Workato Added Workflow Automation Across the Environment

Workato complemented the Quickbase platform by providing an automation layer capable of moving information between systems and triggering workflows based on operational events; instead of relying on employees to manually carry information from one process into the next, Workato helped create a more connected operating model: Quickbase Record → Workato Automation → Downstream Action → Updated Operational State.

Which reduced repetitive administrative work and created a stronger foundation for future integration across the company's field-service technology stack.

Building Detailed Job Costing in Quickbase

Quandary configured a more comprehensive job-costing framework that allowed Landis to accurately track profitability across both time-and-material and quoted work. Project costs were connected directly to bills and individual job line items, while technician labor costs reflected each employee's specific pay rate. The system also separated base labor costs from labor burden, giving Landis a clearer picture of the true cost associated with completing each job.

With labor, materials, and other job-related expenses captured within the same workflow, Landis could compare actual costs against final revenue once a job was completed and paid. This provided a more reliable view of realized profit margins rather than relying on estimates or disconnected financial records, improved cost visibility also extended to sales performance. Landis could calculate profit margin by sales representative, creating a stronger foundation for evaluating individual performance and determining bonuses based on the actual profitability of the work sold—not simply top-line revenue.

Automated Invoice Creation Across Multiple Billing Models

Quandary introduced automated invoice creation workflows designed to support the different ways Landis billed customers across its service and project operations. For maintenance contracts, the solution extended Landis's existing billing structure and automation. For other types of work, employees could generate editable draft invoices directly from existing job line items, carrying previously entered project and cost information into the billing process rather than recreating it manually.

The system supported multiple billing models, including: Time & Material → Contract Percentage → AIA Line-Item Percentage

By connecting job data directly to invoice creation, Landis reduced duplicate data entry, manual billing preparation, and the risk of inconsistencies between completed work and customer invoices and the result was a more standardized and efficient job-to-invoice workflow that accommodated different contract structures while giving employees a consistent process for moving completed work into billing.

Connecting Quickbase Operations With QuickBooks Accounting

Quandary implemented an advanced QuickBooks integration using Quickbase Pipelines and connected tables, creating a more reliable flow of financial information between Landis's operational workflows and accounting environment.

The integration supported outbound synchronization from Quickbase to QuickBooks for critical financial records, including customers, invoices, bills, and expenses. It also enabled inbound synchronization from QuickBooks to Quickbase for customer records and customer payments, allowing operational teams to maintain better visibility into financial activity without constantly switching between systems.

This created a connected, bidirectional workflow in which each platform could continue serving its intended purpose: Quickbase → Operational Workflows, Job Management & Billing → QuickBooks → Accounting & Payments → Quickbase

Rather than forcing employees to manually reconcile information between separate systems, the integration allowed data to move more consistently between operations and accounting. Quickbase remained the operational system where Landis managed the work. QuickBooks remained the financial system of record. Quandary's integration connected the two, reducing duplicate data entry, improving financial visibility, and creating a more streamlined path from completed work through invoicing and payment.

Improving Accounts Receivable Visibility and Collections

Quandary created past-due invoice reporting that gave Landis teams a clearer, more actionable view of outstanding accounts receivable, so rather than manually searching through accounting records to determine which customers required follow-up, employees could quickly identify overdue invoices, outstanding balances, and the appropriate billing contact from a centralized reporting environment.

This transformed collections from a largely manual, reactive process into a more proactive accounts receivable workflow. Staff could immediately prioritize invoices requiring attention, contact the appropriate customer stakeholders, and focus their time on resolving outstanding balances; and, by making critical receivables information easier to access and act on, Landis gained stronger cash-flow visibility, more consistent collections processes, and greater control over the path from invoice to payment.

Strengthening Maintenance Contract Renewal Management

Maintenance contracts represent an important source of recurring revenue and long-term customer relationships for Landis. Quandary improved visibility into this part of the business by creating reporting around maintenance contract end dates, upcoming renewals, and contract expirations.

Instead of relying on employees to manually track renewal timelines, Landis teams could more easily identify contracts approaching their end date and take action before an agreement expired. This gave sales and account management teams more time to engage customers, coordinate renewals, and preserve continuity of service and by bringing renewal information into a centralized reporting environment, Landis established a more proactive maintenance contract management process that reduced the risk of missed renewal opportunities while helping protect recurring revenue and strengthen customer retention.

Dedicated HVAC and Plumbing Operations Dashboards

Quandary enhanced the Quickbase environment with dedicated HVAC and Plumbing dashboards, giving each service team a more focused view of the work most relevant to its day-to-day operations. Which meant, rather than requiring dispatchers and employees to navigate a single generalized dispatch environment, the dashboards organized information around the specific needs of each department. Teams could more easily monitor active jobs, service activity, scheduling priorities, and work requiring attention without sorting through unrelated records.

This improved day-to-day operational visibility while giving dispatch personnel a clearer picture of workload and priorities across each service line and by creating role- and department-specific views within the same centralized Quickbase platform, Landis could maintain a connected operational environment while giving its HVAC and Plumbing teams the focused information they needed to coordinate work, prioritize service requests, and keep jobs moving efficiently.

Automating Operational and Financial Documents With peakSUITE

Quandary implemented peakSUITE Document Generator to automate the creation of critical operational and financial documents directly from data already maintained within Quickbase. The solution supported seven document types, including purchase orders, work orders, refrigerant logs, quotes, time-and-material invoices, contract invoices, and AIA contract invoices. Which meant, rather than requiring employees to manually recreate information in separate documents, peakSUITE could pull structured data directly from the appropriate Quickbase records and generate standardized, professional outputs. This created a more seamless workflow from operational data → document generation → customer or internal use.

Automating document creation reduced duplicate data entry, repetitive administrative work, and the potential for inconsistencies between system records and generated documents. It also helped Landis establish greater consistency across documentation used by field teams, customers, vendors, and accounting personnel and the result was a faster, more standardized document generation process that allowed employees to spend less time preparing paperwork and more time managing the work behind it.

Migrating Legacy Data Into the Modernized Quickbase Environment

Quandary planned and executed the migration of legacy business data into Landis's modernized Quickbase environment, ensuring valuable historical information remained accessible as the organization transitioned to its new operational workflows.

Rather than forcing teams to start with an empty system or continue referencing disconnected legacy records, Quandary brought existing information into the centralized platform. This gave employees continuity between historical customer and operational data and the new processes being introduced across the business and by preserving that history was especially important for maintaining context around existing relationships, previous work, and ongoing operations while minimizing disruption during the transition.

The result was a smoother path from legacy systems and historical records → centralized Quickbase data → modernized workflows, allowing Landis to move forward with a more connected operating environment without leaving critical business information behind.